Payroll codes and export — salary codes, time codes and SIE accounts

Vendion calculates the payroll data, but your payroll program and your bookkeeping have their own names for things. Under Staff ▸ Settings ▸ Pay & agreements sits the panel Payroll codes & accounts for export, where you point the codes to your own. The defaults work for most — leave them if you are unsure.

The panel requires permission to edit payroll.

Three name spaces that are not the same thing

The panel has three parts, and they are deliberately kept apart:

A value that is right for the PAXml file is therefore not right for the Fortnox API. That is why they are two separate fields, not one.

PAXml — time codes

Here you map the time types Vendion calculates: working time (hourly pay), additional time, overtime, unsocial hours supplement 1 and 2, unsocial hours on public holidays, unsocial hours on major holidays, sick leave, care of child, vacation, parental leave, unpaid leave, comp time off and compassionate leave.

Public holidays and major holidays are sent as OB3 and OB4 respectively, because they have their own rates in the collective agreement. If your payroll program lacks those salary codes you can point them to OB2 here. The hours are then paid at the OB2 rate — but it becomes a deliberate choice instead of a silent deviation.

PAXml — salary codes for amounts

The standard PAXml codes (BONUS, TIMLÖN, FÖRSKOTT and so on) work directly — the payroll system maps them automatically. If you want to direct a row to a specific salary code, enter its number instead, for example 110, and it is sent as a salary code.

Shift pay is sent as its own amount. A shift with a fixed fee cannot be expressed as hours, so the amount goes as its own salary code with the shift's own date. The hours for that particular shift are then left out of working time, otherwise the payroll system would pay both hourly pay and the shift fee for the same shift. So do not enter the shift pay manually in the payroll program.

Fortnox Lön (API) — salary codes for amounts

This part is only needed if you send the payroll data directly to Fortnox instead of as a file. Fortnox has its own salary code register, and you enter the code number as it is named at your company — for example 331 for tips.

The fields are: Tips, Shift pay, Major holiday supplement, Meal benefit, Gross adjustment and Net adjustment.

A field you leave blank is not sent at all. Vendion never guesses a salary code, because a correct amount on the wrong row is far harder to spot than a row that never arrived. If you have tips in your data but no salary code number for tips here, the tips will not be included in the payroll run. Go through the list before the first live transfer.

Hours and absence are not affected by this part — those codes are fixed at Fortnox and go over without mapping.

SIE — bookkeeping accounts

This part is used when you export an SIE payroll voucher instead of sending the data to a payroll system. You map, among others, restaurant staff salary, unsocial hours supplement, employer contributions, tips, vacation pay provision and vacation liability, employer contributions on vacation liability, staff meals, gross and net adjustments, and liability accounts for net salary and employer contributions.

If you want to book certain people's salary to a different account — the restaurant manager to a salaried-staff account, for example — you do it with cost centres: set the account number on the cost centre and link the person to it. The account in the panel applies to everyone without a cost centre.

PAXml or SIE — not both

The two exclude each other, and they are easy to confuse:

• PAXml is the payroll data itself. Send it to Fortnox Lön or Visma Lön and the payroll system calculates the salary, declares it and posts it to your books.
• SIE is a finished payroll voucher for the bookkeeping. The right route if you are not sending the data on to a payroll system.

Using both for the same month posts the salary twice. If you are unsure — ask your accountant which route you should take.